You can now submit facilities requests through the SMU Service Desk Portal. Go to https://support.samuelmerritt.edu and select the Facilities Work Orders menu option. Common requests include room temperature adjustment, keys, and parking tickets. The System may prompt you to enter your SMU Email Address and Password.

Non-routine work orders (hanging pictures, moving furniture, accessory installation, etc.) are handled by NorCal installers during scheduled visits. Generally, each month there are two scheduled visits to the Oakland campus and one scheduled visit each to the Sacramento and San Mateo campuses. The schedule below is for the 2016 calendar year.

Please make note of the following:

(1) In order to have your issue addressed by NorCal on the day of a scheduled visit, your work order must be submitted through the Cherwell System no later than 12:00 PM the day before the scheduled NorCal visit. For example, the next scheduled visit to the Oakland campus is on January 8th. If you would like to have a work order addressed on the 8th, you must submit your work order request no later than 12:00 PM on January 7th.

(2) We will do our best to have all work orders completed on the day of each scheduled visit. Any incomplete work orders will automatically move to the list for the next scheduled visit.

(3) If you have a time-sensitive request that does not align with the monthly schedule or you require extensive work which cannot be completed during a regularly scheduled visit, you have the option of requesting that we schedule an installer solely for you at your own department's expense.

Oakland

San Mateo

Sacramento

January

7

14

28

21

February

4

11

25

18

March

3

10

24

17

April

7

14

28

21

May

5

12

26

19

June

2

9

23

16

July

7

14

28

21

August

4

11

25

18

September

1

8

22

15

October

6

13

27

20

November

3

10

17

December

1

As needed

As needed

United Parcel Service (UPS) / Campus Ship

Shipments

Outgoing shipments are dropped off at the Campus Service Center for processing. Incoming packages are received by and held at the Campus Service Center for pick up.

Invoice Processing

UPS invoices for the Oakland, San Mateo, and Sacramento campuses are processed for payment by the Facilities Administrative Assistant. UPS shipment receipts are retrieved weekly from the Campus Service Center; and they are regularly forwarded to Facilities via email by staff at the San Mateo and Sacramento campuses. Shipments to locations other than SMU campuses require the signature of the department head on the receipt before being forwarded to Facilities.

Shipment receipts are matched to the invoices for the purpose of backup documentation. Campus-to- campus shipments are billed to the Facilities Department. Charges for shipments to other locations are billed to the department that initiated the shipment.

New Users

New users are entered into the system and given access by the Facilities Administrative Assistant who acts as Co-Administrator of the account. Managers who want to add a new user should email their request and include the following information for the new user:

Name

Work Location and Department

Telephone number

Email address

Ordering Supplies

Supplies can be ordered by going to www.ups.com and choosing the Supplies option. Orders take 3-5 business days to arrive and should be delivered to the location making the request.